Scope
This policy and procedure shall be followed for proposals for the
construction of new buildings and/or structures, whether temporary or
permanent, at all locations owned, leased, managed, or operated by
the University or any of its auxiliary organizations.

Purpose
The purpose of the Policy is to

ensure compliance with the Campus Master Plan and
established campus planning procedures;

ensure a systematic and consistent procedure is followed in
the development of proposals for the construction of new buildings
and structures, including:

placement;

design;

materials and workmanship;

furnishings and equipment;

maintenance, utilities, and operating costs;

establish a coordinated planning, health, safety, regulatory
and code compliance review process for responsibilities performed
by various departments and committees on campus.

provide proper technical expertise to those developing such
proposals, including compliance with all applicable local, state
and federal regulations regarding construction, environmental
health an safety;

ensure that the full expense of the project is identified
and that the necessary funds are authorized by the appropriate
administrator before initiation of the project; and

ensure that approved projects are completed within budget
and within a construction period responsive to the needs of the
applicant and feasible within the limitations of Facilities
Services.

Procedures

Any department wishing to undertake a project to
construct a new building or structure should first confirm that
the proposed location, usage, and general design elements are
consistent with and shown on the current Campus Master Plan, by
consulting the Director of Planning, Facilities Services, Division
of Administration and Finance.

The proposing department should provide the Director of
Planning with a written description of the proposed project and a
preliminary sketch which identifies the physical location of the
proposed construction, modifications to vehicular and pedestrian
traffic patterns required to access the site, along with major
design elements--square footage, footprint, elevation, exposed
exterior materials (roofing, wall cladding, etc.), and a
preliminary delineation of interior space divisions and
utilizations, including furnishings and equipment required for
utilization of the proposed building or structure.

Working with the proposing department, Facilities Services
will evaluate the preliminary proposal and assist in developing a
formal Project Proposal which addresses the following issues:

technical feasibility, including regulatory and
code requirements;

technical advisability;

aesthetic and design standards appropriate to the project
and to campus facilities;

cost of construction, operation, maintenance, and
utilities;

schedule for initiation and completion;

furniture and other movable equipment requirements;
and

safety implications.

Consultation for preliminary plans and/or development of
the formal project proposal may require extensive involvement
by Facilities Services and may therefore accrue administrative
overhead costs. Such costs shall be borne by the initiating
department. Funding for advance planning and plan development
shall be identified and committed by the department prior to
the onset of work by Facilities Services.

Alternatively, departments may submit formal proposals
developed by external consultants when required or appropriate,
in which case Facilities Services shall provide final
specification, plan, compliance review services, for which it
is authorized to charge an administrative fee. Funding for
these services shall be identified and committed by the
department prior to the onset of work by Facilities
Services.

In completing its analysis of the project, Facilities
Services, working with the department, will coordinate the above
project aspects with the following individuals or their
designees:

the Senior Director, Facilities Services;

the Senior Director, Human Services;

the Senior Director, Financial Services;

the Fixed Assets/Property Accountant, Financial Services;
and

the Associate Vice President, Information Technology.

Facilities Services will prepare a formal project estimate,
including the following project costs:

labor;

materials;

CSU overhead costs, consisting of

2% of total project cost for Risk Management
and

2% of total project cost for projects costing $1 million
or more for system-wide administrative overhead;

SSU administrative overhead, calculated at

10% of total project cost for projects costing
less than $1 million,

5% of total project cost for projects costing $1 million
or more; and

construction contingency of no less than ten percent
(10%) of projected costs.

Based upon the project budget proposal developed or reviewed
by Facilities Services, Financial Services will assist the
proposing department in developing a financing mechanism
appropriate to the project and to the funding sources available to
the responsible department. Alternative funding mechanisms may
include the CSU Capital Budget, internal or external financing,
direct- or lease-purchase. Included in the financial analysis are
one-time costs (construction, furnishings, and equipment) and
ongoing expenditures (operating, maintenance, and utilities
costs). Financial Services is authorized to charge an
administrative fee for its financial review services.

Verification, Approval, and Implementation

After completion of the formal project proposal,
schedule and budget, Facilities Services and Financial Services
shall provide written verification of the project proposal,
schedule and budget.

Following verification, the department shall identify the
account and obtain authorization from the appropriate
administrator responsible for the account to transfer funds to
an account to be established for the project.

The Director of Planning shall forward the sketch,
description, cost estimate, schedule of work, authorization,
and account number to the University President or his/her
designee.

The President or his/her designee, following verification
of funding by the Vice President for Administration and
Finance, shall notify the Senior Director, Facilities Services
of campus authorization, the funding source to be encumbered,
authorization to encumber funds by the appropriate
administrator, and the project account established by Financial
Services for the project.

The Project will proceed according to the schedule
developed above, after funds have been transferred from the
requesting department to the project account.

Changes in Design, Scope or Cost following
Authorization

Material changes to the Project's approved design,
scope and cost which do not exceed ten percent (10%) of the
cost of the project, and for which the appropriate
administrator has provided authorization and a funding source,
may proceed as soon as funds have been transferred from the
department authorizing the changes to the project account.

Material changes to the project's approved design, scope
and cost exceeding ten percent of the cost of the project will
require supplemental approval by the President or his/her
designee and verification of funding by the Vice President for
Administration and Finance.